Development of the sanctioning procedure management system.

Industries:

Diversified Services

Offering Groups:

Consulting

Solution Areas:

Systems & Network Management

Regions:

Spain

Challenges:

Modernizing the platform on which it manages sanctioning procedures in order to streamline their resolution and to integrate all the systems and files which are in operation into one single information repository.

Benefits:

New access channel for citizens to the remote-administration of the DGT

Streamlining of the sanctioning procedure process

Scalability of the technological architecture and the services implemented

Graphic and intuitive system for users

Total system security, incorporating digital signatures into the management proces

The Challenge

The aim of the Department for Transport on approaching this project consists in modernizing the platform on which it manages sanctioning procedures in order to streamline their resolution and to integrate all the systems and files which are in operation into one single information repository. Another aspect to be included in the new solution is the need to simplify the implementation of modifications in the management system deriving from regulation changes. In respect of this point, a workflow engine is essential.

In order to fulfill these objectives, it is necessary to wholly digitalize the documentation linked to these procedures, above all in order to ensure that recompiling files is easy and that all the databases are integrated and to afford straightforward access to the management platform via an intuitive interface for users which will simplify their work when using it. For security purposes, it is also necessary to incorporate digital signatures into the digitalized documents.

This access shall be permitted both for internal and external personnel, allowing citizens to make enquiries over the Internet thus drawing them a little closer to the public administration. All of the above implies the design of a robust solution entailing demanding availability, security and service quality requirements.

Solution

Technological Consulting In response to the DGT’s technical specifications, FUJITSU consultants designed a solution which was effective and which best fitted the stipulated requirements.

The starting point consisted in the fact that the Department for Transport had diverse information systems which operated separately and which, as a whole, automate the sanctioning process. This process begins with the recording of an offense report form which sets off file management covering the following tasks:

Recording of the reporting of the offense at the Traffic Headquarters.

Issuance of a notification to the person in question informing him or her that the offense has been reported. - Receipt of allegations and requests for evidence if necessary.

Creation and issuance of the proposal for a sanctioning resolution.

Creation and issuance of the sanctioning resolution.

Notification to the person in question of the sanctioning resolution.

Collection of fines or mailing to enforcement procedures.

The sanctioning process passes through diverse states, which are processed either manually or automatically. Different databases (DB) exist which use diverse technologies and contain the information linked to the sanctioning process: Files DB; Report Form, Notifications and Acknowledgements of Receipt from the Post Office DB; Support DB for preparing appeals and a DB of offenders containing data related to serious and very serious penalties which must be kept in the DB during the time period stipulated by the law (2 years).

The central information system lies in one single server to which the customer workstations are connected through 3270 emulators. There are also two additional information systems for recording offenders and software for drawing up appeal resolutions which can be accessed from different points.

This is coupled by the fact that all the documentation linked to each process is kept in paper format. All of the above means that recompiling files, where necessary, is sometimes difficult, with the consequent risk that stipulated time periods may be surpassed.

The solution designed by FUJITSU is based on the use of open architectures and is complemented with the use of diverse market tools which ensure that the logical architecture of the system is flexible and standardized. The added advantage is that the development and integration of these solution components is a good deal faster and is supported by the widespread diffusion of facilities, where they are currently working.

Improvements in the new solution afforded by Fujitsu are:

A single information system is created which unifies all the processes related to the sanctioning procedure.

Growth of UNLIMITED USERS and in an immediate manner as a new user only needs a navigator to access the system. It must be highlighted that workflow licensing for unlimited users was pivotal to being able to expand the potential user base without any additional license cost.

It enables the system to grow at user interface level which in the future will be extended to the use of mobile devices implementing online management of offense report forms and diverse enquiries.

Sporadic creation and modification of process flow instances and dynamic task assignation rules without the need for code modification. For example, assignation of a resolution approval task to a user replacing the user who normally carries out this task during a vacation or leave period.

When a process flow instance has been created and put into operation, the former may be changed without having to modify the code. For example, including a new approval point in a resolution proposal.

All the documentation will be digitalized, which means it will be much faster and easier to access files and compile them, thus streamlining sanctioning proceedings and processes.

It will heighten security, the use of secure communications, electronic signatures and digital certificates, in accordance with the X509 v3 standard.

Minimal need for user support by the computer department.

Technical Solution

An initial physical architecture was designed which is easily scalable depending on the growth of the system and the needs of the DGT: Web Server, Applications Server, Database and Document Manager Server, Workflow and Report/Printing Manager Server.

Diverse standard market tools included in the FUJITSU solution:

Fujitsu I-Flow Advanced Edition 6.0: Management of process flows through a third generation workflow tool. It enables business processes (work flows) to be defined quickly and easily.

Oracle Text: Document management using the Oracle document manager.

FormsPath: Generation of documents, reports and varied statistics without the need for programming, as well as allowing central and distributed printing to be monitored.

WebSphere: An applications server was used to integrate all the tools and system modules in order to complete the business logics. The entire development will be based on the definition of a J2EE architecture.

The user interface of the application is based on Web clients and in the future will incorporate access via mobile devices which will facilitate the incorporation of new customers, as the only requirement is that they have a standard Web navigator.

For the web interface, the development of HTML light customers, DHTML and Javascript adapted to standard market navigators (iExplorer 5.5 or higher and Netscape 4.5 or higher) was proposed. In this way, it is easier to deploy and update the system using new versions of the application as it is not necessary to install any SW components at the customer workstations.

Business logics is developed using Java (EJB), JavaBeans components, generic classes, etc. Communication of the components with the workflow server and with the document manager will be carried out using APIs Java.

As regards communications, the different headquarters will use Frame Relay lines to connect to the central buildings of the Directorate General of Traffic.

Application development and solution start-up FUJITSU has made all the necessary developments so that the tools which comprise the solution are perfectly integrated for which new modules and “connectors” to functionalities already existing in the DGT system are created. Furthermore, specific modules have been developed so that data can be migrated from the current storage systems to the new system in a reliable and comprehensive manner. It will migrate the log of closed sanction proceedings, sanction proceedings in progress, the appeals database and the offenders database. User Support and Trainin

The FUJITSU training plan will include courses for users, system administration, system development and design and supervision in order to ensure that the diverse users within the DGT are qualified to start up the new management system.

Maintenance and Support When the new system has been started up and its stability has been checked, the maintenance period will commence which FUJITSU will implement in situ using a team of analysts and programmers led by a project head. During this time, work will be carried out to adapt, modify and improve the developed system.

Benefits

New access channel for citizens to the remote-administration of the DGT.Citizens will be able to use Internet to make enquiries related to sanctioning proceedings. In this way, a new channel of communication is opened with the DGT, drawing this public body closer to citizens, and improving the rendering of citizen services.

Streamlining of the sanctioning procedure process.As all the documents are in electronic format and stored in a single repository, accessing them will be much faster and information can be shared between the diverse bodies which have to consult the files. Government employees will be freed from manually monitoring deadlines and activities related to deadline and expiry notifications will be automated via the workflow tool.

Scalability of the technological architecture and the services implemented. All the architecture implemented can be easily expanded for future functionalities.

Graphic and intuitive system for users.The whole development boasts a philosophy which is graphic and easy to use so that users can handle the system easily and efficiently, facilitating some of the tasks they currently do.

Total system security, incorporating digital signatures into the management process. The authentication of system users will be undertaken via the identifier and the access password available in the LDAP and in other cases through customer digital certificates. In the same way, so that citizens can confidentially consult information regarding sanction proceedings, they must have a customer digital certificate which unequivocally identifies them in the system. Furthermore, the work flow requires that certain system documents are signed digitally in order to guarantee the identity of the issuer, thus ensuring the integrity and confidentiality of the information and the identity of the signer.

Tailored solution for the Department for Transport.FUJITSU has adapted its professional services to the specific needs of the DGT as regards the management of sanctioning procedures, thus placing the most cutting-edge information and communication technologies at its service with a unique, groundbreaking and competitive solution.